Forms & Information
Calendar Timeline for Submitting UCC Proposals
|Last Friday in:||Deadline for proposals for:|
Please note the following:
- Each August the Spring schedule for the following semester is finalized.
- Only proposals approved by the end of December can be scheduled for the following Fall.
- Proposals approved during Spring semester cannot be scheduled until the following Spring, though they can be included in the following year’s catalog.
- Proposals that need Board of Governor approval (i.e. new or substantially altered programs) will take longer to gain their final approval.
To Whom Do I Send The Form?
After completing the form, please acquire all signatures as directed and necessary. The copy of the form with signatures must be sent in paper form to the Chair of the Undergraduate Curriculum Committee in time for that month's Executive Undergraduate Curriculum Committee meeting.
The electronic version of your completed form (with typed names where the signatures will be), and your revised catalog copy must be emailed to the Chair of the Undergraduate Curriculum Committee, at firstname.lastname@example.org by the deadlines noted on the website (which are generally a week before the Executive Committee meeting. Please note, any additional explanatory notes, tables, charts etc. or syllabi, must be pasted into the proposal document, and should not be sent as separate files.
Proposals to be reviewed at the monthly meeting of the Undergraduate Curriculum Committee are due by noon on the last Friday of the preceding month. Dates of meetings are on the UCC website's announcements and homepage.
Information on Preparing Your Proposal
To get a general sense, you should first read over the guidelines in section 4 of the UCC Manual, "Proposals and Their Preparation.” Then, download the Proposal form, above, and complete all the necessary sections as directed (deleting from the document those sections, and word choices that are not needed). Screen tips are embedded in the form to offer guidance as you go—simply hold the cursor over any blue highlighted words/phrases to reveal. Name your proposal to reflect its content (eg. The prefix of the course being proposed or changed [such as ENGL161] or the discipline of the program [such as CHEMprog], and do not leave spaces in the name as these cause problems when we upload).What you can do on this form:
- Propose a new course.
- Either as a free elective or as part of a program
- Please use a separate form for each new course you are proposing
- If your new course is to be included within a specific program, then you should also complete the section covering a program revision (this can be done using the same form).
- If your new course is replacing an already existing course, you should indicate this on the form and mark the old course for deletion. Check to see if this deletion will affect any other programs, and ensure those affected are informed and indicate any changes in the program revision section (an acknowledgment signature will be required).
- course prefix and/or number
- number of contact hours
- number of credit hours
- grading system
- some other requirement not listed above
You may use one form to make multiple changes to a single course. You may also use one form to make the same change to more than one course (for example, to make the same prerequisite change to two or three courses.). But if you are making different changes to different courses, please use separate forms for each course. Some changes may be approved and others not, and so we need to keep different kinds of requests separate to ensure accurate recordkeeping.
Please note: changing when a course is offered need not go through UCC, but can be included on the form if you are making other revisions to ensure the change gets made in the catalog.
Preparing a Syllabus
Any new course or substantial course revision proposal requires the inclusion of a syllabus or detailed topic outline. The Faculty Center for Teaching and Learning includes a useful section on their website that offers guidelines for best practices in syllabus construction. Look under the menu item Support for Teaching and Learning, and you will find a practical list of suggestions as to what details you could include on your syllabi.
The editor of the College Catalog needs to know exactly what changes to make in new editions and so you must consider every possible catalog change that your request might affect. Soon we will have a new CMS system by which these can be submitted, but in the meantime, please follow these instructions for creating catalog copy. While you may combine catalog copy if you are submitting several related proposals, every proposal will need a file that displays all catalog changes. This must be sent as a separate file, and NOT embedded into the proposal. Use the "Track Changes" feature in Microsoft Word so it will be clear exactly what is being changed. If you are creating a new program, included sections of the before and after current catalog pages to show where it will be placed. General guidelines on how to create accurate catalog copy can be found under the "Submission of Proposals" heading in section 4.2 of the current UCC Manual, which is on the website. There are also step-by-step instructions below, with downloadable Microsoft Word files of the catalog from which you can select the pages you need to change. Please name the file to match the proposal (e.g. The prefix of the course being proposed or changed [such as ENGL161cat] or the discipline of the program [such as CHEMprogcat] and do not leave spaces in the name as these cause problems when we upload).
You should use the most recent edition of the college catalog that is on the Records Office website. Below you will find a list of files in MS Word format representing the current College Catalog to assist you in creating the catalog copy for your proposal. Each file is a different section of the Catalog, but select from this just the pages you plan to edit. To edit course descriptions and programs proceed as follows:
- Do an electronic search to identify all catalog pages affected by your proposed change, including general education, program listings and course descriptions. If you are revising the course prefix, number, title, credit hours, prerequisite, or description, you must find any page that lists the course as a requirement, elective, cognate, or general education course, etc. Remember that other departments or programs may also list the course and it is your responsibility to find these.
- From the list below, select and download the file(s) that contain the materials you need to update. They have been divided into sections to try and make these easier to find
- Cut the pages that you will need to change and paste into a separate Microsoft Word document. All catalog changes for a proposal must be contained within a single file. Use page breaks to separate the different sections, to make it easier for the Catalog editor to follow, and also ensure you have given sufficient context in your extracts.
- If you are submitting several connected proposals, you may prepare a single catalog file that covers all of these, but please indicate this in the message when you send.
- Before editing, ensure you turn on "Track Changes."
- Make the changes, save the file, and give it a name that connects it clearly to your proposal.
- Send this file, along with the proposal, in an attachment to email@example.com.